Administrative Client Intake Coordinator
1 day ago
We are seeking a highly organized and empathetic individual to serve as the primary point of contact for prospective clients. In this role, you will be responsible for managing the intake process from initial inquiry to case assignment, ensuring a seamless and professional experience for every client.
This includes collecting essential information, assessing the suitability of cases, and coordinating closely with legal staff to ensure accurate case initiation. The ideal candidate should be detail-oriented, tech-savvy, and capable of maintaining confidentiality while managing multiple client interactions in a remote setting.
The successful candidate will have a background in legal or administrative support, excellent interpersonal and communication skills, and a strong ability to work independently with minimal supervision.
Responsibilities:
- Serve as the primary point of contact for potential new client inquiries via phone, email, and online platforms.
- Conduct thorough intake interviews via telephone to gather critical information regarding potential legal matters.
- Prepare written detailed summaries of intake interviews.
- Follow up with potential new clients regarding any documents requested for review.
- Assess initial eligibility and legal matter suitability in coordination with supervising attorneys.
- Schedule follow-up calls between potential new clients and attorneys at our firm where needed.
- Follow up on incomplete intakes and provide timely updates to firm attorneys and to potential new clients on their intake status.
- Prepare draft emails/letters declining representation and possibly referring to other attorneys upon instruction from attorneys at our firm.
- Communicate with attorneys and intake staff at other law firms who refer potential new clients to us and to whom we may refer a potential new client.
- Utilize firm's case management platform to accurately input all necessary data to open new matters and track all potential client inquires, referred cases and declined cases.
- Draft fee agreements and related documents for attorney review for clients the firm has agreed to represent.
- Follow up with potential clients if they do not provide signed fee agreements and related documents.
Requirements:
- Bachelor's degree or equivalent experience in a legal, administrative, or client service role.
- 2+ years of experience in a legal support or client intake-related position, preferably in a law firm or legal department.
- Strong oral and written communication skills in English.
- Familiarity with U.S. legal terminology and procedures.
- Strong organizational skills with exceptional attention to detail.
- Proficient in using legal practice management and CRM software (e.g., Clio, MyCase, Lawmatics, Actionstep).
- Proficient in use of Google Workspace and Microsoft Office, especially Gmail and Word documents.
- Ability to handle sensitive and confidential information with discretion.
- Comfortable working in a fast-paced remote environment with minimal supervision.
- Ability to work together as a team with attorneys, paralegals and other staff.
- Strong customer service mindset and ability to remain calm under pressure.
- Knowledge of relevant data privacy regulations (e.g., GDPR, HIPAA) is a plus.
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